Working with Special Orders

Special order (SO) items are line item codes (LICs) that you do not regularly keep in stock. These items are typically only purchased as needed for a specific order (although you might purchase extra to take advantage of sale prices). Items that your company assembles are rarely marked as SO items, so the screen layouts for Assembly Items and Inventoried Assembly Items do not usually include this flag.

When you configure an LIC record as a special order item, it impacts multiple aACE processes:

  • The LIC is removed from the automatic inventory replenishment processes. aACE does not manage inventory levels for special order items, so the replenishment fields become inactive for the item.
  • The SO flag on the sales order screen is automatically flagged when the item is included in an order.
  • The LIC cannot be flagged as a drop ship (DS) item; these two options are mutually exclusive. If the SO flag is already marked when you mark the DS flag, the SO flag will be automatically cleared, and vice versa.
  • The LIC cannot be shipped from the related order until after it has been received.
  • When the LIC is received, aACE automatically generates a notice for the associated team members to inspect the product, and also automatically triggers the associated order's necessary shipping/invoicing events.

For additional flexibility, you can specify that a regular LIC on a sales order should be handled as a special order item. This can be useful when temporary business factors make the item's quantity larger than normal or the cost of the goods/shipping lower than usual. Marking the SO flag for a product links that specific inventory to that specific order; this enables aACE to automatically generate a purchase order to the SO item vendor when the sales order is opened.

Configuring a Line Item Code as Special Order

Navigate to the LIC detail view's Item Info section, then mark the flag for Special Order:

Flagging an Item on a Sales Order as Special Order

Navigate to the sales order's Order Items section, then mark the flag for SO:

Special Orders in Action

To see an example of how a special order moves through aACE, check out our feature highlight.